book & track (Shipper)

Introduction

About CALISTA

CALISTA is a global supply chain platform that brings together the key physical and nonphysical – such as regulatory and financial – activities of logistics on a digital eco-system that serves the community of logistics players and stakeholders.

Taking advantage of advanced digital technologies, CALISTA aims to reduce inefficiencies for the global supply chain by interacting with systems and applications (existing and new) of various stakeholders. CALISTA will streamline processes, documents and data in the flow of goods within and across countries and regions. Stakeholders will benefit from the reduction of data duplication, automated handshakes across nodes, improved authenticity of data flow and access to accurate and up-to-date status visibility. Envisioned as a global common platform, CALISTA will enable manufacturers to have direct and increased visibility of their goods while on the move, and for Logistics Service Providers (“LSPs”) to collaborate to develop value-adding global supply chain solutions for 2 of 3 their customers. 

For example, with the greater visibility provided by CALISTA, manufacturers and their LSPs could partner port operators like PSA to access new port related asset-based and service-based solutions for greater productivity, and to explore new inter-modal transport corridors to achieve shorter transit times, better cost efficiencies and more optimized inventory management.

 

Background

The CALISTA book & track module is a common platform for the Shipper to submit booking request to the Carriers electronically instead of via manual means (eg phone, email and fax).

 

Objective

This user guide will help user to:

-    Create Freight Booking
-    Amend Freight Booking
-    Cancel Freight Booking
-    Copy Freight Booking

 

For Whom (Audience)

This user guide is primarily for Shippers.

 

Commonly Used Terms

You will find the following commonly used action buttons in many of the CALISTA screens, clicking on them will effect the actions specified below:
a) Update         Replace previous values with the new values entered.
b) Reset            Discard all changes and return to the default screen / values.
c) Cancel          Cancel the current action and return to the previous screen.
d) Confirm       Confirm the change and submit
e) Save              Save the record
f)  Submit         Submit the booking


General functions

New Back Icon

Users can click on the back icon to return to the previous page in CALISTA.

FrB(Shipper) New Back button

 

Freight Booking

Create Freight Booking

There are two options to create freight booking in CALISTA:
    
Create Freight Booking via New Booking

The process starts from Vessel Schedule. User search for Vessel Schedule and CALISTA will display the vessel schedules that fit the search criteria for user to initiate the freight booking. User will choose the available vessel and make the booking from there.

Create Freight Booking via Direct Booking

The purpose is to allow user to directly create the freight booking without having to know the Voyage Details. User must provide the carrier name, origin, destination, cargo ready date, cargo delivery date. The Carrier will then assign the vessel voyage that matches the Freight booking criteria set by the user.


Create Freight Booking via New Booking

On the CALISTA menu, click New Booking (Refer to Figure 1).

FrB(Shipper) New Booking

Figure 1: Create New Booking screen

To Create Freight Booking Cargo Ready Date and Cargo Delivery Date are mandatory.
The default value of Cargo Ready Date is the current date. The default value of Cargo Delivery Date is the current date + 2 weeks. You can change them as your need. (Refer to figure 2)

FrB(Shipper) Cargo Ready and Delivery Date

Figure 2: Cargo Ready Date, Cargo Delivery Date

Origin and Destination are mandatory
The default Origin is assigned as user geographical based. Both Origin and Destination must be valid port codes in CALISTA™. You can select them by typing the search criteria (Code or Description or Country from the drop-down list)

FrB(Shipper) Origin and Destination

Figure 3: Origin and Destination

FrB(Shipper) Origin and Destination Dropdown list

Figure 4: Origin and Destination Drop-down list

Search Type is an optional field.  There are three Search Types, namely Default, Preferred Carrier and Preferred Port. Under the User Preference module, the user is able to set the Preferred Port and Preferred Carrier. The Preferred Carrier is the Default setting, where vessel schedules of preferred carriers will be displayed. When the Preferred Carrier or Preferred Port is selected then the results will show the vessel schedules from the preferred carrier or preferred port as per set under the user preference.

FrB(Shipper) Search Type

Figure 5: Search Type

Click Search, and the Vessel schedules are displayed under the “Select Schedule” Pane.

FrB(Shipper) Select Vessel Schedule

Figure 6: Select Vessel Schedule

Select the Vessel Voyage by clicking Book under the Action column (Figure 7.1), and it will direct you to the Create Booking page. You can further furnish the booking details (Place of receipt, destination code, shipper remarks, Place of delivery Date, Final destination, representative contact number, representative name, shipper reference number, representative email, forwarder reference number). Click Save when you are done. A Freight Booking ID will be assigned.

FrB(Shipper) Book

Figure 7.1: Create Booking - Book

FrB(Shipper) Create Booking (Fill Details)

Figure 7.2: Create Booking - Fill in Details

FrB(Shipper) Create Booking (Save)

Figure 7.3: Create Booking - Save

You will be directed to the Booking Detail page. There are five tabs under this page, namely Schedule information, Containers, Cargo, Documents and Audit Trail.

The Schedule information captures the details from the Create Booking page which you have done in the previous step.

FrB(Shipper) Booking Detail (Schedule Information)

Figure 8.1: Booking Detail - Schedule Information

FrB(Shipper) Booking Detail (Schedule Information Continue)

Figure 8.2 Booking Detail - Schedule Information (Continued)

The Containers tab allows the user to key-in the container details.

To create the container detail, click the plus icon located on the top right corner of the Container information list page.

User to fill up the mandatory fields such as Type, Quantity, Height Type, Size, Status. All field options except Quantity are pre-defined under the drop-down list. 

Optional field Hazardous is available for user to provide clearer instructions on the Container requests to the Carrier. Ticking this field will convert the Freight Booking to a Dangerous Goods Freight Booking.

FrB(Shipper) Booking Detail (Container)

Figure 9: Booking Detail - Containers

Click the Save button and the record will be captured under the “Container Information List”.

FrB(Shipper) Container Information List

Figure 10: Container Information List

If Hazardous checkbox is not ticked in Container tab, Cargo tab remains. In Cargo tab, click the plus icon to create a new Cargo.

FrB(Shipper) Cargo Detail Form

Figure 11: Cargo Details Form

Hazardous checkbox is ticked in Container tab, Cargo tab become DG Cargo tab. In DG Cargo tab, click the plus icon to create a new DG Cargo.

FrB(Shipper) DG Cargo Form

Figure 12: DG Cargo Form

Each DG Cargo can have up to 9 details filled in. Click the + icon to create a new DG Cargo Detail.

FrB(Shipper) DG Cargo Detail Form

Figure 13.1: DG Cargo Details Form

FrB(Shipper) DG Cargo Detail Form (Save)

Figure 13.2: DG Cargo Details Form - Save

FrB(Shipper) DG Cargo Created

Figure 13.3: DG Cargo Created

The Documents tab allow the user to provide some file attachments. Click the plus icon  and then the user can select the File Type from the drop-down list, provide the file descriptions. User then click the Choose Files button to attach the file. Click Save when it is done.

FrB(Shipper) Document Upload

Figure 14: Document Upload

FrB(Shipper) Document List

Figure 15: Document List

Navigate back to the “Schedule Information” tab and click Submit to complete the Freight Booking (as per Figure 8). 

Upon submitting the Freight Booking, user will be directed to Booking Detail Page to show the Draft and Submitted Booking List.

If the Freight Booking is created successfully then Booking Status is Pending Approval. System will send the Pending Approval Booking notification to Carrier for processing.
User will also receive an email notification.

FrB(Shipper) Submit Fr Booking

Figure 16: Submit Freight Booking

Create Freight Booking via Direct Booking

On the CALISTA book & track Module, select Direct Booking. 

FrB(Shipper) Create Direct Booking

Figure 17.1: Create Direct Booking Screen

FrB(Shipper) Create Direct Booking 2

Figure 17.2: Create Direct Booking Screen

.To Create Direct Booking, Carrier Name, Origin, Destination, Cargo Ready Date and Cargo Delivery Date are mandatory.

The default value of Cargo Ready Date is the current date. The default value of Cargo Delivery Date is the current date + 2 weeks. You can change them as you need. (Refer to figure 2)

Carrier Name, Origin, Destination must be selected from the drop-down list

FrB(Shipper) Required Details

Figure 18.1: Required Details

FrB(Shipper) Required Details Continue

Figure 18.2: Required Details (Continued)

Origin, Destination are mandatory.

The default Origin is assigned as user geographical based. Both Origin and Destination must be valid port codes in CALISTA. You can select them by typing the search criteria (Code or Description or Country from the drop-down list)

FrB(Shipper) Origin and Destination Dropdown List

Figure 19: Origin and Destination Drop-down List

Click Save, CALISTA will direct the user to the Booking Details Page. A Freight Booking ID will be assigned.

FrB(Shipper) Save Button

Figure 20: Save Button

FrB(Shipper) Booking Details

Figure 21: Booking Details

You will be directed to the Booking Details page. There are five tabs under this page, namely Booking information, Containers, Cargo, Documents and Audit Trail. You can further furnish the Booking details (Place of receipt, destination code, shipper remarks, place of delivery date, final destination, representative contact number, representative name, shipper reference number, representative email, forwarder reference number). Click Update when you are done.

FrB(Shipper) Booking Details (Booking Information)

Figure 22: Booking Details - Booking Information

The Containers tab allow the user to key-in the container details.

To create the container detail, click the plus icon   located on the top right corner of the Container information list page.

User to fill up the mandatory fields such as Type, Quantity, Height Type, Size, Status. All field options except Quantity are pre-defined under the drop-down list. 
Optional field Hazardous is available for user to provide clearer instructions on the Container requests to the Carrier. Ticking this field will convert the Freight Booking to a Dangerous Goods Freight Booking.

FrB(Shipper) Booking Details (Container)

Figure 23: Booking Details - Containers

Click the Save button and the record will be captured under the “Container Information List”.

FrB(Shipper) Container Information List

Figure 24: Container Information List

The Documents tab allow the user to provide some file attachments. Click the + icon and then the user can select the File Type from the drop-down list, provide the file  descriptions. User then click the Choose Files button to attach the file. Click Save when it is done.

FrB(Shipper) Document Upload

Figure 25: Document Upload

FrB(Shipper) Document List

Figure 26: Document List

Navigate back to the “Booking Information” tab and click Submit to complete the Freight Booking.

Upon submitting the Freight Booking, user will be directed to Booking Detail Page to show the Draft and Submitted Booking List (as per Figure 27). 

If the Freight Booking is created successfully then Booking Status is Pending Approval. System will send the Pending Approval Booking notification to Carrier for processing.

User will also receive an email notification.

FrB(Shipper) Submit

Figure 27: Submit Freight Booking

User will receive email notification upon the Freight Booking approval by the Carrier
User can also view the status on CALISTA UI (Figure 28). The Booking status is “Approved”.

FrB(Shipper) Freight Booking Status

Figure 28: Freight Booking Status - CALISTA UI

Edit Freight Booking

Under My Booking, user can search the booking for Edit using the filter (Refer to Figure 29).

Bookings with status "Pending Approval" can only be viewed.

Bookings with status "Draft" can be edited (Refer to Figure 30).

FrB(Shipper) Search Booking

Figure 29: Search Freight Booking

FrB(Shipper) Edit Button

Figure 30: Edit Button to Edit Freight Booking

User will be directed to the Booking Detail Page to perform the editing.
Click Update to capture the change, then Submit to submit to the carrier. (Figure 31)

FrB(Shipper) Booking Detail Page

Figure 31: Booking Detail page for update and submit

User will be directed back to My Booking > Booking Detail summary

FrB(Shipper) Booking Detail Summary

Figure 32: Booking Detail Summary

Amend Freight Booking

Freight bookings with status "Approved" can be amended under Amend Booking.

Only approved bookings with General Cargo (not DG Cargo) will appear under Amend Booking.

User clicks Edit to edit a booking.

FrB(Shipper) Amend Booking

Figure 33: Amend Booking - Edit

User can update booking details under Booking Information tab.


Fields which the user can amend include: (Refer to Figure 34.1 and 34.2)

Shipment Details

  • Move Type
  • Company name
  • Company Address
  • Contact name
  • Contact Phone No.
  • Requested Empty Pick-up Date & Time
  • Place of Receipt
  • Place of Delivery
  • Place of Receipt Description
  • Place of Delivery Description
  • Destination Code
  • Final Destination
  • Shipper Remarks

Booking Details

  • Contract No.
  • Representative Name
  • Representative Email
  • Shipper Reference Number
  • Purchase Order Number
  • Pre-shipment Notification Contacts
  • Representative Contact Number
  • Consignee Name
  • Forwarder Name
  • Main Notify Party
  • Forwarder Reference Number

 

Click Update once details are amended. (Refer to Figure 34.2)

FrB(Shipper) Update Booking Information

Figure 34.1: Update Booking Information

FrB(Shipper) Update Booking Information Continue

Figure 34.2: Update Booking Information (Continued)

User can edit Container Details under Container Amendment Details tab.

FrB(Shipper) Container Amendment Details

Figure 35: Container Amendment Details

Fields which the user can amend include:

  • Quantity
  • Type
  • Size
  • Height Type
  • Status
  • Shipper Owned

 

Click Update once details are amended. (Refer to Figure 36)

FrB(Shipper) Update Container Details

Figure 36: Update Container Details

User goes to Approval tab to submit amendment to Carrier for approval.

FrB(Shipper) Submit

Figure 37: Submit for Approval

The status of the amended booking is shown as "Amended" under Draft and Submitted Booking List.

FrB(Shipper) Amended Status

Figure 38: Amended Status

Cancel Freight Booking

This module allows user to cancel freight bookings.

FrB(Shipper) Booking List

Figure 39: Booking List

User to search or click directly on the record, and then click Edit to cancel the particular booking. Then click Cancel Booking button.

FrB(Shipper) Select Booking To Cancel Via Edit

Figure 40.1: Select Booking to cancel via Edit

FrB(Shipper) Cancel Booking

Figure 40.2: Cancel Booking

Booking Status will be changed to "Cancelled".

FrB(Shipper) Cancelled Status

Figure 41: Cancelled Status

Copy Booking

This allows user to make a copy of the existing booking.

On CALISTA Freight Booking menu, select Copy Booking. 
All the freight bookings will be displayed.
To copy a booking, user to search or click directly on the record, and then click Edit.

FrB(Shipper) Freight Booking List Available to Copy

Figure 42.1: Freight Booking List available to copy

FrB(Shipper) Copy Freight Booking via Edit

Figure 42.2: Copy Freight Booking via Edit

User will be redirected to Booking Details.

FrB(Shipper) Booking Details

Figure 43: Booking Details

To proceed to booking submission, please click “Submit” button. Booking will be sent to carrier for approval and booking status will be updated to “Pending Approval”.

 

Conclusion

Thank you for your attention. You are now ready to use the functions described in this user guide. We are sure you will find CALISTA an invaluable service to help bring your business to even greater heights.

From the CALISTA Customer Service Team.